Flexi Fax is a sub division of (FES). Flexi e-Solutions (FES) - headquartered
in Melbourne, Australia with presence in Kuala Lumpur - Malaysia, Legazpi
City - Philippines, Kerala - India, Dallas - USA and Singapore was established
in 2002 as a ICT company that relentlessly aim to simplify technology to
work for businesses of all sizes. (FES) is dedicated to establishing a trusting
relationship with its users, based on respect for personal identity and
information, by promoting the use of fair information practices. This privacy
statement covers all Web properties owned and maintained by (FES), including
but not limited to www.receptionist.com.my,
www.receptionist.net.au,
www.flexiphonesystem.com,
www.flexihostings.net,
www.accessvpn.com,
www.flexihostings.net.au
and www.flexifax.com.my.
Because Flexi Fax wants to demonstrate its commitment to our users' privacy, we are disclosing:
- How Flexi Fax uses the information.
- With whom Flexi Fax may share user information.
- Your choices about collection, use and distribution of the information.
- The safeguarding procedures that are in place to protect the loss, misuse
- or alteration of information under Flexi Fax control.
- How users can correct any inaccuracies in the information.
A: Information Collection
A1: Registration
In order to use Flexi Fax services at any level, and to access certain information
or areas of the website, a user must first complete the registration form.
During registration a user is required to give contact information (such
as name, telephone number or an email address). We use this information
to contact the user about services on our sites.
A2: Order
When a user purchases a paying service, we request information from the
user on our order form. A user must provide contact information (such as
name, email, and billing address). If we have trouble processing an order,
the information is used to contact the user.
A3: Profile
We store information that we collect through cookies and log files to create
a profile of our users. A profile is stored information that we keep on
individual users that details their viewing preferences. Consequently, collected
information is tied to the user's personally identifiable information to
provide offers and improve the content of the site for the user. This profile
is used to tailor a user's visit to our Web sites, and to direct pertinent
marketing promotions to them. We do not share personally identifiable elements
of your profile with other third parties. Your profile is shared in aggregate
form only.
A4: Cookies
A cookie is a piece of data stored on the user's computer tied to information
about the user. Usage of a cookie is in no way linked to any personally
identifiable information while on our site. We use both session ID cookies
and persistent cookies. For the session ID cookie, once users close the
browser, the cookie simply terminates. A persistent cookie is a small text
file stored on the user's hard drive for an extended period of time. Persistent
cookies can be removed by following Internet browser help file directions.
Persistent cookies enable us to track and target the interests of our users
to enhance the experience on our site. See the "Profile" section,
above.
B: Information Use and Sharing of Information
Flexi Fax will not monitor, edit, or disclose the contents of a user's private communications unless Flexi Fax in good faith believes that such action is necessary to: (1) conform to the edicts of the law or comply with legal process served on Flexi Fax; (2) protect and defend the rights or property of Flexi Fax; or (3) act under exigent circumstances to protect the personal safety of its users or the public. Subject to the legal exceptions listed in the Privacy Policy, Flexi Fax will not disclose to third parties the fax numbers, phone numbers or email addresses uploaded to our Web sites by our users for the purpose of using Flexi Fax products or services.
B1: Communications from the Site
Special Offers, Free Trials and Updates
We send all new customers welcoming emails and may communicate with them
to introduce and explain their new services. Visitors to our website that
are not customers but provide Flexi Fax with contact information may receive
emails from Flexi Fax that contain information about our services, special
offers and other promotions. Established users will occasionally receive
emails containing information about us, updates on new service features,
service usage tips, information about third party services or other Flexi
Fax services that are likely to be of interest to our users, and customers
satisfaction questions. We may contact former customers to gather feedback
on the services.
Invoices and Account Statements
We send all customers regular emails on invoices of the charges. These emails
are a part of the Flexi Fax service, and users cannot opt-out of receiving
them, though they can deactivate their account.
Service Announcements
On rare occasions it is necessary to send out a strictly service related
announcement. For instance, if our service is temporarily suspended for
maintenance we might send users an email. Generally, users may not opt-out
of these communications, though they can deactivate their account. However,
these communications are not promotional in nature.
Customer Service
We communicate with users on a regular basis to provide requested services
and regarding issues relating to their accounts. We reply via email or phone,
in accordance with the users wishes.
B2: Sharing
Legal Disclaimer
Though we make every effort to preserve user privacy, we may need to disclose
personal information when required by law wherein we have a good-faith belief
that such action is necessary to comply with a current judicial proceeding,
a court order or legal process served on our Web site. For example, Flexi
Fax may disclose personal information to law enforcement, other government
officials, or third parties in response to criminal or civil subpoenas.
Sometimes, these requests come from our third party Internet, telecommunications
and service providers all over the world who supply the network required
for us to deliver our services. In order to maintain the integrity of our
network, we often cooperate with requests from these third party providers
and/or requests from law enforcement or other governmental officials directed
to these providers.
Aggregate Information (non-personally identifiable)
We may share aggregated demographic information with our partners. This
is not linked to any personally identifiable information.
Third Party Intermediaries
We use an outside credit card processing company to bill users for goods
and services. These companies do not retain, share, store or use personally
identifiable information for any secondary purposes
Business Transitions
In the event Flexi Fax goes through a business transition, such as a merger,
or acquisition by another company, or selling a portion of its assets, users'
personal information will, in most instances, be part of the assets transferred.
Users will be notified prior to a change of ownership or control of their
personal information. If as a result of the business transition, the users'
personally identifiable information will be used in a manner different from
that stated at the time of collection they will be given a choice not to
have their information used in this different manner, as described in the
notification of changes section, below.
C: Links
Flexi Fax Web sites contain links to other sites. Please be aware that Flexi Fax is not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our sites and to read the privacy statements of each and every Web site that collects personally identifiable information. This privacy statement applies solely to information collected by Flexi Fax Web sites. Flexi Fax has advertising and affiliate relationships with dozens of third party sites that drive interested parties to our sites. Information that is collected on these sites does not fall within the auspices of this policy.
D: Safeguards and Data Retention
D1: User Information
Flexi Fax takes every precaution to protect its user's information. When
users submit sensitive information via Flexi Fax Web sites, their information
is protected both online and off-line. When our registration/order forms
ask users to enter sensitive information (such as credit card number), that
information is encrypted and is protected with the best encryption software
in the industry - SSL. While on a secure page, such as our paid order form,
the lock icon on the bottom of Web browsers such as Netscape Navigator and
Microsoft Internet Explorer becomes locked, as opposed to un-locked, or
open, when users are just 'surfing'.
While we use SSL encryption to protect sensitive information online, we also employ security measures to protect user-information off-line. All of our users' information, not just the sensitive information mentioned above, is restricted in our offices. Only employees who need the information to perform a specific job (for example, our billing clerks or a customer service representative) are granted access to personally identifiable information. Finally, the servers that store personally identifiable information are in a secure environment. .
D2: Data Retention
The time period for which we keep information varies according to what the
information is used for. In some cases, there are legal requirements to
keep data for a minimum period. Unless there is a specific legal requirement
for us to keep the information, we will retain it for no longer than is
necessary for the purposes for which the data was collected or for which
it is to be further processed.
E: Supplementation of Information
In order for Flexi Fax to properly fulfill its obligations to users and understand our customer demographics it is necessary for us to supplement the information we receive with information from 3rd party sources. Flexi Fax verifies the billing address on all credit card transactions and may obtain credit reports for some corporate customers. The information obtained from these third party sources is maintained in a manner consistent with Flexi Fax Privacy Policy.
F: Correcting/Updating/Deleting/Deactivating Personal Information
If a user's personally identifiable information changes (such as zip code, phone, email or postal address), or if a user no longer desires our service, we provide a way to correct, update or delete/deactivate users' personally identifiable information by contacting Flexi Phone System Customer Service.
G: Notification of Changes
If we decide to change our privacy policy, we will post those changes in this privacy statement, and other places we deem appropriate, so our users are always aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. We will use information in accordance with the privacy policy under which the information was collected.
If, however, we are going to use users' personally identifiable information in a manner different from that stated at the time of collection we will notify users via email. Users will have a choice as to whether or not we use their information in this different manner. However, if users have opted out of all communication with the site, or deleted/deactivated their account, then they will not be contacted, nor will their personal information be used in this new manner. In addition, if we make any material changes in our privacy practices that do not affect user information already stored in our database, we will post a prominent notice on our Web site notifying users of the change. In some cases where we post a notice we will also email users, who have opted to receive communications from us, notifying them of the changes in our privacy practices.
